Egress Administration Panel - PDF Free Download

2 COMMERCIAL IN CONFIDENCE Confidentiality statement This document contains information confidential and proprietary to Egress Software Technologies. It shall not be disclosed in whole or part by the recipient to any third party or to any employees other than those who have a need to know such information. It shall not be duplicated or used by the recipient for any purpose other than to evaluate Egress Software Technologies products and services. No part of this document may be reproduced, distributed, stored in a database or retrieval system, or transmitted in any form or by any means, without the exclusive and written permission of Egress Software Technologies. No liability is assumed for damages resulting from the use of the information contained herein. Copyright notice Copyright 2018 Egress Software Technologies. All rights reserved. Registered Address: White Collar Factory, 1 Old Street Yard, London, EC1Y 8AF, United Kingdom. Copyright 2018 Egress Software Technologies Ltd. All rights reserved.

Contents Egress Administration Panel User Guide... 2 Inviting users... 3 Invite a single user... 3 Invite multiple users... 4 Creating a business structure... 5 Automatic account creation... 5 Managing user settings... 7 Search... 7 How to reset user passwords... 7 Specifying user sign-in options... 8 Editing user packages... 9 Changing user roles and privileges... 10 Index of user roles... 10 Additional privileges... 10 Configuring user access settings... 11 Viewing user statistics and audit logs... 11 Managing policies... 13 Ensuring password complexity... 13 Allowed data exchange mechanisms... 14 Editing business settings... 15 Egress support centre... 16 Useful contact information... 16 Follow Egress online... 16 Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 1

Egress Administration Panel User Guide This guide provides instructions for using the Egress Administration Panel, which helps business administrators set up and manage their users. The following administrative functions can be performed at https://switch.egress.com. Switch business account administrators, like standard users, can use the Administration Panel to manage their own account settings, passwords, and packages, as well as use Egress Web Access. This guide focusses though on the business account and user management aspects of the administration panel. Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 2

Inviting users If Active Directory Federation Services (ADFS) is not set up to enable Single Sign-On, you will need to invite users to set up their accounts before they can join your business account. Sign in to your Switch account at https://switch.egress.com and on the left-hand menu select Invite Users. Note: To learn how to enable ADFS, please see the Egress Switch ADFS Configuration Guide. Invite a single user 1. Select Invite Users then select Invite Single User to open the invitation form. 2. Complete the required name and email address fields. 3. It is possible to organise users into directories to more easily manage them and apply settings to groups of users. After filling in their name and email address, specify the directory location where the user will be added. See Creating a business structure for more details on organizing your business directory. 4. Assign the user a role. Default roles are described in the table below. Role Read-only Author Limited Author Auditor Description Can access existing packages Can access existing and create new packages Cannot send to Free Subscribers Can see other users and their packages Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 3

Power User Administrator Can see other users and modify their packages Unrestricted access 5. Set the user s password, or leave the password fields blank so that the user can create their own. 6. Add a personalized note to the invitation email, for example linking to your intranet site where further documentation about Switch is available. This step is optional. 7. Press Invite to send the invitation. Reminders are automatically sent out once a week if the user has not activated their account. After one month, the invitation expires and will need to be resent. Invite multiple users 1. Select Invite Users then click Invite Multiple Users. 2. Enter the details of the users you wish to invite. The format is first name, middle name, last name, and email address. Make sure you separate each value with a comma and note that the middle name field can be left blank and comma separated, e.g. John,, Smith, johnsmith@egress.com. 3. Alternatively, add multiple users simultaneously by importing a CSV file. Click the Choose File button to do this. The default format for this file is the same; first name, Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 4

middle name, last name, and email address. The CSV data is parsed and displayed in the box provided. 4. Define the users directory location and role. Include a note with the invitations if you wish, and press Invite to confirm the invitation. Creating a business structure Creating a business structure within your Egress Switch business account provides a useful way to organise and manage your users. 1. Sign in to your Switch account at https://switch.egress.com. 2. Select Business Structure on the left-hand pane. Select New Organizational Unit (OU) to add a new group. 3. Give the OU a name and provide a directory location. The new unit will always appear under the location you select. Press Create to generate the OU. You can also create subordinate OUs, producing a branched structure: The user s position in the organizational directory will be displayed next to their entry as a path. Automatic account creation When your Switch business account is created, your Egress Technical Account Manager will collect a list of internal domains from you. Users with these domains who sign up without an invitation will have an account created for them automatically. This typically occurs when a user receives an encrypted email from a paying subscriber and signs up as a free user in order to open it. These users will be moved into your business account automatically. As before, you can Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 5

specify the group they are moved into and the role they are assigned. If you like, you can create a group for these users, for example Self-Registered Users. Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 6

Managing user settings The Switch Administration Panel lets you view and manage the users in the business account under your administrative control. This includes resetting user passwords, updating user details and viewing user statistics. Find much of this user management functionality in the User Management window. After signing in to the Administration Panel, press User Management on the side-bar menu to open a list of the users currently associated with the business account under your administration. Each user entry includes: Switch ID (email address and name) Role level e.g. Administrator User path (see here for details) Three option icons: o o o View packages view a list of packages created and sent by the user Edit user properties opens the Edit user window Delete user Remove the user from your business account Search You can search for a specific user with the Search bar. The search feature is very specific. Searching for john will return only the accounts beginning with john. Hence, use asterisks in the search term to search for any users containing that search term. E.g. searching for *john* will return the user jim.john@egress.com whereas searching for john would not. How to reset user passwords Users in your business account can reset their own passwords if they remember the answers to the security questions they provided when creating their Switch account. They can do this by visiting https://switch.egress.com and selecting Forgot Your Password?. If the user does not remember their security answers a business administrator or help-desk staff member can reset it for them or set it explicitly. 1. Click on User Management on the sidebar and navigate to the user whose password you wish to reset. 2. Click on the relevant user within the User Management panel and select the Authentication tab in the Edit user window. Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 7

3. There are different ways to reset a user s password: a. Tick the box to Reset user security questions to a reset code and send a password reset email. The user receives the password reset email asking them to follow a link. The business account administrator receives a reset code and provides this to the user so that they can enter it when prompted. They will need to create a new password and set new security questions. b. Explicitly create a new password for the user, or generate a random password. This method also includes the options to force the user to change their password after their next sign in and allowing the user to reset their password via self-help (clicking Forgot your Password? Before sign-in and following instructions). 4. After choosing which method to use to reset their password press Save to confirm the action. The user will receive an email either notifying them of the password change or prompting them to enter the reset code and choose a new password and security. Specifying user sign-in options In the Authentication tab of an Edit User menu, it is possible to specify how the user can sign in. Only via Switch Gateway: Prevent signing in on both the Switch Client and the Web UI. Useful for avoiding situations where someone signs in with personal email address, encrypts a group mailbox email and Switch Gateway processes it under the group mailbox Switch ID, preventing it from being signed into, apart from an admin managing their packages. Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 8

Using Switch ID and password is the default sign-in method. If Single-Sign-On is configured, there are further options: None: Gateway can send on behalf of the user but that is all. Knowing a user's password isn't enough to sign in. Password: User can sign in with password. Useful for management accounts so that if the ADFS/AD password and Exchange mailbox are compromised the rogue admin still cannot read encrypted mail. SSO: User can only sign in with SSO, but not with password. SSO + Password. Either SSO or Password. Editing user packages Administrators within a business account can modify and edit user packages. To do this, navigate to Sent Packages in the side-bar menu. The Sent Packages window by default shows details for a user s own packages, with the various tabs showing various time ranges. However, administrators can view and modify the packages of other users, as well as their own. This can be done by selecting All users from the dropdown option, or choosing a specific user to view only packages under this Switch ID. Emails can be revoked and details such as the selected Classification can be edited in this view. Status can be modified to revoke an email immediately, or set a Revoked package to Active. In addition, the list of recipients can be modified in this view, allowing administrators to selectively ensure access to secure content is given only to those who require it. Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 9

Changing user roles and privileges User roles are applied during the invitation process but can be changed at a later date. 1. Go to User Management and select the relevant user. 2. In the User details tab choose the appropriate role from the drop-down menu. 3. Press Save to confirm the role change. Index of user roles Disabled the user cannot sign-in to the Client, and so cannot send or receive packages. Read-only the user can only access secure packages that have been associated to them. They cannot create their own packages and send them to others. Limited Author the user can access secure packages that have been associated to them. They can only create and send secure packages to other paying subscribers. They cannot send packages to free users. Author the user can create and share secure packages using the Switch Client. First-time users are given a number of credits for free, so every user that signs up for a Switch ID is automatically an Author until these credits are used. Authors in a Switch business account can create and share unlimited packages. Auditor the user can create and share Switch Packages. They can view packages created by another Switch user account listed in the same organisation. Power User the users can create and share Switch packages. They can view and modify packages created by any other Switch user account listed in the same organisation. Administrator the user has full unrestricted access to Switch packages and users listed under the same organisation. A Switch Administrator also can also modify existing individual roles as well as remove legacy user accounts from the system. Additional privileges You can grant additional privileges to users without giving them a higher role. After selecting the user from the User Management panel, the options for additional privileges are available in the User details tab: Can Reset Passwords the user can reset user passwords. Can Invite New Users the user can invite new users into your business account. Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 10

Can Access Subordinate business accounts the user can access and change the settings of any business accounts linked to their own. Shared account the user shares their account with others and does not want the other users to access contents of packages made using the account. Server account the user gains some permissions to manage gateway issues, such as decrypting on the domains in the wildcards. Configuring user access settings The Access Settings tab allows you to choose additional user accounts that are also able to access packages sent to the selected user. 1. Select the user from the User Management menu then go to the Access Settings tab. 2. Check the box User s account, and the following accounts and then add the other user accounts you wish to have access to the received packages. With semicolons, separate the accounts added. 3. Press Save to confirm. Viewing user statistics and audit logs The User Management menu lets you view statistics of users in your business account. Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 11

Press the Audit log button on the sidebar to view all events in your business account in the last 30 days, including the date, time and description of each event. Descriptions list the user involved and the action they performed. There is also the option to download the log as a CSV file. Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 12

Managing policies Ensuring password complexity When you send an invitation email and the user sets up a Switch account, they will be required to enter a password with a minimum of eight characters (including one upper case or numeric character). This complexity requirement can be adjusted to suit your requirements. 1. In the Policies section of the sidebar menu, select Passwords. In the Passwords window, there are three tabs: Password Policy Manage the complexity requirements of the passwords. Security questions - Modify the list of security questions available for users to choose from when setting up their account. Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 13

Advanced Specify the IP addresses from where users can sign in, divided into All Users, Privileged accounts, and Gateways. Also, specify consequences for privileged users (e.g. Power Users or Administrators) who try to sign in from IP addresses not in the Privileged accounts IP range. Allowed data exchange mechanisms Using the Switch Client, users can transfer information securely through any form of electronic communication. This includes secure email, large file transfer, CDs, and USBs. Business administrators can define exactly which data exchange mechanisms are available to users in their business account. This can be applied across the account or to specific OUs. Press Data Exchange and tick the relevant options then press Save to apply the changes. Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 14

Note: It is also possible to add additional options here, for example pointing to your own FTP/HTTP server. Please ask your Egress Technical Account Manager for more details. Editing business settings From the Administration Panel, you can amend your business details. 1. On the side-bar menu, press Business Settings. The Business Settings window contains three sets of details about your organisation: Company details (company name and address) VAT ID if the company is VAT-registered. Details of the people in the organisation responsible for billing and support in the business account. 2. Change the business details you wish to change. Note that if a specific field is greyedout then the field is not amendable. 3. Press Update Account to save the changes and update your Switch business settings. Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 15

Egress support centre Should you encounter any problems with Egress Switch please visit the Egress Software Technologies Support Centre /support. Useful contact information Telephone numbers: Egress Europe: +44-844-8000-172 Egress North America: 1-888-505-8318 Egress Australia: 1-800-768-043 Egress Singapore: 800-130-2208 Website and email addresses: Egress website address: Egress Sales: Account Services: Support: sales@egress.com accountservices@egress.com support@egress.com Follow Egress online Twitter: Facebook: LinkedIn: Egress blog: https://twitter.com/egressswitch https://www.facebook.com/egressswitch/ https://www.linkedin.com/company/651583/ http://blog.egress.com/ Copyright 2018 Egress Software Technologies Ltd. All rights reserved. 16

17 COMMERCIAL IN CONFIDENCE Egress Software Technologies Ltd Egress Software Technologies is the leading provider of information security services designed to secure shared data from start to finish using a single platform: Egress Switch. The Switch platform is made up of highly integrated and flexible service lines. These award-winning services include email and document classification, the only email and file encryption product to be CPA certified by NCSC, secure managed file transfer, secure online collaboration and secure archive. info@egress.com 0844 800 0172 @EgressSwitch Copyright 2018 Egress Software Technologies Ltd. All rights reserved. Copyright 2018 Egress Software Technologies Ltd. All rights reserved.